Apply a Customer Payment to an Invoice

To enter customer payment on an invoice

From the Tasks menu, select Receive Money. Sage 50 displays the Receive Money window.
Enter a deposit ticket ID that can easily represent the type and source of payment. This will make account reconciliation easier to manage.

Sage 50 automatically enters the deposit ticket ID as a numeric representation of the current date. All receipts that use the same deposit ticket ID will appear as one lump sum in Account Reconciliation. If you want this transaction to be reconciled as a separate item, enter a unique deposit ticket ID.
Enter or select the customer ID. To display a list of existing customers, type ? in this field, or select the Lookup button.

If there are unpaid invoices for this customer, Sage 50 lists them on the Apply to Invoices tab. If there are no unpaid invoices, Sage 50 displays the Apply to Revenue tab.

Tip: If the customer is paying one invoice, there is a quick way to get the information into the Receive Money screen. Open the invoice on the Sales/Invoicing screen and click the Pay Now link. The Pay Now link is located next to the invoice status for invoices that have not been paid in full. This will open the Receive Money screen with the invoice selected to be paid.
Enter a check/reference number that will help identify the receipt (for example, the customer's check number).
If you are recording deposit tickets within the Receive Money window, enter or accept the suggested Deposit Ticket ID. Otherwise, leave this field blank. You can record deposit ticket IDs in the Select for Deposit window.
Select a payment method (for example, Cash or Check). Payment methods are set up in Customer Defaults; these are quite useful in reports when managing receipts.
In the Cash Account list, enter or select the bank account in which the receipt is deposited.

If you have the Hide General Ledger Accounts global option activated, the Cash Account lookup list displays only names of cash accounts currently set up in the chart of accounts. If you want to apply an alternate G/L account (an account that uses an account type other than Cash) for this payment receipt, you must click Journal.
With the Apply to Invoices tab shown, enter the amount of money you received from the customer in the Receipt Amount field. Sage 50 will look on the Apply to Invoices tab for an invoice matching that amount. If one is found, it will be selected to pay. Otherwise, the receipt amount will be applied to the first invoice listed. If there is an amount remaining, it will be applied to the next invoice and so on until the entire receipt amount is applied.

If you don't want Sage 50 to automatically select the invoices to pay or if you want to change what has been selected, on the Apply to Invoices tab, select the Pay check box next to each invoice that the customer is paying.

Tip: The Pay All/None links allow you to easily select or deselect all of the invoices in the list.

If the customer has paid the invoice in full, place the cursor in the Amount column for the invoice, and select the Pay check box. Sage 50 will fill in the Amount Paid field.
If the customer has only paid a partial amount on the invoice, enter that amount. Sage 50 will automatically select the Pay check box.

Note: If your customer overpays the amount, a credit is made to the customer's ledger; for underpayments, the payment amount is applied to the invoice balance. You will need a reference number to post or save the record.

Make sure the Receipt Amount is equal to the total of the amounts from the Apply to Invoices and Apply to Revenues tabs.
Click Print if you want to print and save the receipt. Otherwise, click Save.